Postmortem Writing

Comprehensive guide to writing effective, blameless postmortems that drive organizational learning and prevent incident recurrence.

When to Use This Skill

Conducting post-incident reviews
Writing postmortem documents
Facilitating blameless postmortem meetings
Identifying root causes and contributing factors
Creating actionable follow-up items
Building organizational learning culture

Core Concepts

1. Blameless Culture

Blame-Focused	Blameless
"Who caused this?"	"What conditions allowed this?"
"Someone made a mistake"	"The system allowed this mistake"
Punish individuals	Improve systems
Hide information	Share learnings
Fear of speaking up	Psychological safety

2. Postmortem Triggers

SEV1 or SEV2 incidents
Customer-facing outages > 15 minutes
Data loss or security incidents
Near-misses that could have been severe
Novel failure modes
Incidents requiring unusual intervention

Quick Start

Postmortem Timeline

Day 0: Incident occurs
Day 1-2: Draft postmortem document
Day 3-5: Postmortem meeting
Day 5-7: Finalize document, create tickets
Week 2+: Action item completion
Quarterly: Review patterns across incidents

Templates

Template 1: Standard Postmortem

# Postmortem: [Incident Title]

**Date**: 2024-01-15
**Authors**: @alice, @bob
**Status**: Draft | In Review | Final
**Incident Severity**: SEV2
**Incident Duration**: 47 minutes

## Executive Summary

On January 15, 2024, the payment processing service experienced a 47-minute outage affecting approximately 12,000 customers. The root cause was a database connection pool exhaustion triggered by a configuration change in deployment v2.3.4. The incident was resolved by rolling back to v2.3.3 and increasing connection pool limits.

**Impact**:

- 12,000 customers unable to complete purchases
- Estimated revenue loss: $45,000
- 847 support tickets created
- No data loss or security implications

## Timeline (All times UTC)

| Time  | Event                                           |
| ----- | ----------------------------------------------- |
| 14:23 | Deployment v2.3.4 completed to production       |
| 14:31 | First alert: `payment_error_rate > 5%`          |
| 14:33 | On-call engineer @alice acknowledges alert      |
| 14:35 | Initial investigation begins, error rate at 23% |
| 14:41 | Incident declared SEV2, @bob joins              |
| 14:45 | Database connection exhaustion identified       |
| 14:52 | Decision to rollback deployment                 |
| 14:58 | Rollback to v2.3.3 initiated                    |
| 15:10 | Rollback complete, error rate dropping          |
| 15:18 | Service fully recovered, incident resolved      |

## Root Cause Analysis

### What Happened

The v2.3.4 deployment included a change to the database query pattern that inadvertently removed connection pooling for a frequently-called endpoint. Each request opened a new database connection instead of reusing pooled connections.

### Why It Happened

1. **Proximate Cause**: Code change in `PaymentRepository.java` replaced pooled `DataSource` with direct `DriverManager.getConnection()` calls.

2. **Contributing Factors**:
   - Code review did not catch the connection handling change
   - No integration tests specifically for connection pool behavior
   - Staging environment has lower traffic, masking the issue
   - Database connection metrics alert threshold was too high (90%)

3. **5 Whys Analysis**:
   - Why did the service fail? → Database connections exhausted
   - Why were connections exhausted? → Each request opened new connection
   - Why did each request open new connection? → Code bypassed connection pool
   - Why did code bypass connection pool? → Developer unfamiliar with codebase patterns
   - Why was developer unfamiliar? → No documentation on connection management patterns

### System Diagram

[Client] → [Load Balancer] → [Payment Service] → [Database] ↓ Connection Pool (broken) ↓ Direct connections (cause)


## Detection

### What Worked
- Error rate alert fired within 8 minutes of deployment
- Grafana dashboard clearly showed connection spike
- On-call response was swift (2 minute acknowledgment)

### What Didn't Work
- Database connection metric alert threshold too high
- No deployment-correlated alerting
- Canary deployment would have caught this earlier

### Detection Gap
The deployment completed at 14:23, but the first alert didn't fire until 14:31 (8 minutes). A deployment-aware alert could have detected the issue faster.

## Response

### What Worked
- On-call engineer quickly identified database as the issue
- Rollback decision was made decisively
- Clear communication in incident channel

### What Could Be Improved
- Took 10 minutes to correlate issue with recent deployment
- Had to manually check deployment history
- Rollback took 12 minutes (could be faster)

## Impact

### Customer Impact
- 12,000 unique customers affected
- Average impact duration: 35 minutes
- 847 support tickets (23% of affected users)
- Customer satisfaction score dropped 12 points

### Business Impact
- Estimated revenue loss: $45,000
- Support cost: ~$2,500 (agent time)
- Engineering time: ~8 person-hours

### Technical Impact
- Database primary experienced elevated load
- Some replica lag during incident
- No permanent damage to systems

## Lessons Learned

### What Went Well
1. Alerting detected the issue before customer reports
2. Team collaborated effectively under pressure
3. Rollback procedure worked smoothly
4. Communication was clear and timely

### What Went Wrong
1. Code review missed critical change
2. Test coverage gap for connection pooling
3. Staging environment doesn't reflect production traffic
4. Alert thresholds were not tuned properly

### Where We Got Lucky
1. Incident occurred during business hours with full team available
2. Database handled the load without failing completely
3. No other incidents occurred simultaneously

## Action Items

| Priority | Action | Owner | Due Date | Ticket |
|----------|--------|-------|----------|--------|
| P0 | Add integration test for connection pool behavior | @alice | 2024-01-22 | ENG-1234 |
| P0 | Lower database connection alert threshold to 70% | @bob | 2024-01-17 | OPS-567 |
| P1 | Document connection management patterns | @alice | 2024-01-29 | DOC-89 |
| P1 | Implement deployment-correlated alerting | @bob | 2024-02-05 | OPS-568 |
| P2 | Evaluate canary deployment strategy | @charlie | 2024-02-15 | ENG-1235 |
| P2 | Load test staging with production-like traffic | @dave | 2024-02-28 | QA-123 |

## Appendix

### Supporting Data

#### Error Rate Graph
[Link to Grafana dashboard snapshot]

#### Database Connection Graph
[Link to metrics]

### Related Incidents
- 2023-11-02: Similar connection issue in User Service (POSTMORTEM-42)

### References
- [Connection Pool Best Practices](internal-wiki/connection-pools)
- [Deployment Runbook](internal-wiki/deployment-runbook)

Template 2: 5 Whys Analysis

# 5 Whys Analysis: [Incident]

## Problem Statement

Payment service experienced 47-minute outage due to database connection exhaustion.

## Analysis

### Why #1: Why did the service fail?

**Answer**: Database connections were exhausted, causing all new requests to fail.

**Evidence**: Metrics showed connection count at 100/100 (max), with 500+ pending requests.

---

### Why #2: Why were database connections exhausted?

**Answer**: Each incoming request opened a new database connection instead of using the connection pool.

**Evidence**: Code diff shows direct `DriverManager.getConnection()` instead of pooled `DataSource`.

---

### Why #3: Why did the code bypass the connection pool?

**Answer**: A developer refactored the repository class and inadvertently changed the connection acquisition method.

**Evidence**: PR #1234 shows the change, made while fixing a different bug.

---

### Why #4: Why wasn't this caught in code review?

**Answer**: The reviewer focused on the functional change (the bug fix) and didn't notice the infrastructure change.

**Evidence**: Review comments only discuss business logic.

---

### Why #5: Why isn't there a safety net for this type of change?

**Answer**: We lack automated tests that verify connection pool behavior and lack documentation about our connection patterns.

**Evidence**: Test suite has no tests for connection handling; wiki has no article on database connections.

## Root Causes Identified

1. **Primary**: Missing automated tests for infrastructure behavior
2. **Secondary**: Insufficient documentation of architectural patterns
3. **Tertiary**: Code review checklist doesn't include infrastructure considerations

## Systemic Improvements

| Root Cause    | Improvement                       | Type       |
| ------------- | --------------------------------- | ---------- |
| Missing tests | Add infrastructure behavior tests | Prevention |
| Missing docs  | Document connection patterns      | Prevention |
| Review gaps   | Update review checklist           | Detection  |
| No canary     | Implement canary deployments      | Mitigation |

Template 3: Quick Postmortem (Minor Incidents)

# Quick Postmortem: [Brief Title]

**Date**: 2024-01-15 | **Duration**: 12 min | **Severity**: SEV3

## What Happened

API latency spiked to 5s due to cache miss storm after cache flush.

## Timeline

- 10:00 - Cache flush initiated for config update
- 10:02 - Latency alerts fire
- 10:05 - Identified as cache miss storm
- 10:08 - Enabled cache warming
- 10:12 - Latency normalized

## Root Cause

Full cache flush for minor config update caused thundering herd.

## Fix

- Immediate: Enabled cache warming
- Long-term: Implement partial cache invalidation (ENG-999)

## Lessons

Don't full-flush cache in production; use targeted invalidation.

Facilitation Guide

Running a Postmortem Meeting

## Meeting Structure (60 minutes)

### 1. Opening (5 min)

- Remind everyone of blameless culture
- "We're here to learn, not to blame"
- Review meeting norms

### 2. Timeline Review (15 min)

- Walk through events chronologically
- Ask clarifying questions
- Identify gaps in timeline

### 3. Analysis Discussion (20 min)

- What failed?
- Why did it fail?
- What conditions allowed this?
- What would have prevented it?

### 4. Action Items (15 min)

- Brainstorm improvements
- Prioritize by impact and effort
- Assign owners and due dates

### 5. Closing (5 min)

- Summarize key learnings
- Confirm action item owners
- Schedule follow-up if needed

## Facilitation Tips

- Keep discussion on track
- Redirect blame to systems
- Encourage quiet participants
- Document dissenting views
- Time-box tangents

Anti-Patterns to Avoid

Anti-Pattern	Problem	Better Approach
Blame game	Shuts down learning	Focus on systems
Shallow analysis	Doesn't prevent recurrence	Ask "why" 5 times
No action items	Waste of time	Always have concrete next steps
Unrealistic actions	Never completed	Scope to achievable tasks
No follow-up	Actions forgotten	Track in ticketing system

Best Practices

Do's

Start immediately - Memory fades fast
Be specific - Exact times, exact errors
Include graphs - Visual evidence
Assign owners - No orphan action items
Share widely - Organizational learning

Don'ts

Don't name and shame - Ever
Don't skip small incidents - They reveal patterns
Don't make it a blame doc - That kills learning
Don't create busywork - Actions should be meaningful
Don't skip follow-up - Verify actions completed

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